Notion: The Ultimate Tool for Systems-Driven Founders

My entire life AND business run on Notion. All of my systems are either in Notion or documented there. You’ve probably heard people say this and maybe you too use Notion.

But most are using it wrong because they’re missing the point of what Notion is.

Notion isn’t here to introduce you to the perfect workflow, rather it’s a blank canvas where you can build our YOUR perfect workflow.

And that’s why most people don’t understand Notion. They think that like other software they use (Asana, Quickbooks, Slack, Superhuman, HubSpot, etc), they need to learn “how to use” Notion.

That’s partially true - there are a few features to learn (I built a free tutorial below on the basics), but there’s no “correct way” to use it.

Notion is essentially infinitely customizable software. Yeah, you can take notes in it. But you can create custom tools that are more powerful than most small engineering teams could build, with no code.

In fact, here’s a list of ideas for what you could build in Notion (to start with):

Task Management: To-Do Lists, Kanban Boards, Recurring Tasks,
Project Management: Roadmaps, Gantt Charts, Sprints

Team Collaboration: Team Wiki, Meeting Notes, Feedback Hub

Knowledge Base: Docs and Resources, Investor Updates, FAQ Library

Strategic Planning: OKRs/Goals, SWOT Analysis, Decision Logs

CRM and Sales: Pipeline Management, Client Database, Proposals and Contracts

Financial Tracking: Budgeting, Expense Tracking, Investor Dashboard

Product Development: Feature Roadmap, Bug Tracking, User Feedback

Marketing and Content: Content Calendar, Campaign Tracking, Brand Assets

Personal Productivity: Founder’s Dashboard, Daily Planner, Habit Tracker

Recruiting and HR: Candidate Pipeline, Onboarding Process, Employee Directory

Event and Networking Management: Event Planning, Networking Log, Partnerships Database

Fundraising: Pitch Preparation, Investor CRM, Runway Calculator

Workflows and Automation: SOPs (Standard Operating Procedures), Automations with Zapier, Templates

Vision and Mission: Company Manifesto, Brainstorming Space, Mind Maps.

With this in mind, I want to help you get started.

The Heart of Notion: Databases

Another reason why most don’t understand how powerful Notion is, is because they’re not Software Engineers and so they don’t understand how databases work.

But databases are Notion’s most POWERFUL feature and they’re not that difficult to understand. And as soon as you understand them, you’re going to be dangerous.

So what is a database?

Think of a database as a super-powered table. Each item in the database is a record, and each record has properties. These properties can be anything – text, numbers, dates, or even other databases!

Here’s an example:

In Notion, to build a CRM, you make build a database called “contacts”.

“Contacts” is essentially a table with a bunch of rows. Each row is a record that represents a “contact”.

Each “contact” has many properties. These are properties are information about the contact. For example: name, email address, phone number, company.

Simple.

However, this becomes incredibly powerful when we think of the types of data these properties can contain.

For example, “name” will be text. “Date” would be in a date format, etc.

But “Company”? It can be ANOTHER RECORD in ANOTHER DATABASE!

In our scenario, we could have a separate database of “companies”. This way, we can find a company and see who all works there, or when we’re looking at a contact, we can see all the companies.

Thanks to Notion, the power of “relational databases” is available to all of us, not just developing building out complex applications.

Getting Started with Notion

1: Learn the Basics
Start with understanding pages, blocks, and simple databases. These are the building blocks that will form the foundation of your Notion workspace. There are 100 course out there, but most are long and complicated. I created a free one for our clients at FreedUp here: https://freedup.notion.site/Notion-Crash-Course-386baf87dc254609bef3abf3db5ad5cc?pvs=4

2: Start Small
Once you've got a handle on the technical basics, begin small. Choose one aspect of your work or personal life to move into Notion. This could be as simple as transferring your to-do list or project notes. Once you see how useful and customizable it is, you’ll naturally start moving more things to Notion (and ditching other software subscriptions).

3: Experiment
As you grow more comfortable, don't be afraid to experiment. Notion's flexibility is one of its greatest strengths. Try out different layouts and structures to find what works best for you. Remember, there's no "right" way to use Notion – it's all about what suits your needs and workflow.

4: Test integrations
Finally, consider integration. Notion doesn't exist in a vacuum – it can work seamlessly with many other tools you already use. Explore Notion's API or use tools like Zapier to connect Notion with your other apps. This interconnectedness can create a powerful, centralized system for all your work and personal needs.

My Notion Setup

Lastly, here’s a quick tour of my own Notion set up:

Remember, the goal isn't to create the perfect system overnight. It's about building a flexible, evolving workspace that grows with you and your business.

Best,

Aaron